DLRA

 

Volunteer Register

Task Descriptions - Committee

 

Secretary

1. Description

The Club Secretary carries out or delegates all the administrative duties that enable the club and its members to function effectively. The Club Secretary has an essential role within the club, with a close involvement in the general running of the club. Maintaining effective records and administration.

The Club Secretary provides the coordination link between members, the club Executive Committee and external agencies.

 

The Secretary is nominated at the Annual General Meeting each year and is a trained accredited DLRA official.

 

2. Responsibility

  • Keeps records of the minutes of the organization and files certificates for federal and state departments.
  • Required to sign checks and drafts of the organization.
  • Attends to all correspondence of the organization.
  • Organizes meetings including booking meeting rooms, issuing notices of meetings, preparing the agenda and other documents as well as background material.
  • Manage information about the members.
  • Manages the incorporation of the club, holds the club common seal.

 

3. Knowledge and Skills

  • Be organized
  • Have good computer skills
  • Be a good communicator
  • Be able to keep confidential matters confidential.

 

4. Duties

  • Collect and process mail and email.
  • Maintain records of the Committee and ensure effective management of Club's records.
  • Maintain the Club membership database.
  • Maintain an up-to-date copy of the constitution of the Club and other appropriate records.
  • Formulate and update the clubs calendar of events
  • Convene all meetings, book meeting rooms and send out invites.
  • Draw up the meeting agenda with the President and provide supporting papers.
  • Take the minutes of the meeting and make sure they are correct.
  • Submit the minutes of all meetings to the Executive Committee and Event Committee.
  • Distribute, collect and lodge all club membership forms and monies in conjunction with the Treasurer.
  • Prepare and present a correspondence report to Executive Committee Meetings
  • Prepare and present a correspondence quarterly report to General Meetings
  • Prepare and present annual correspondence report for the Annual General Meeting

 

Note: The difference between an executive committee member’s role and other roles
A executive committee member role is a strategic position within the club and consequently, a executive committee member is responsible for governing the club. A executive committee member’s role should not be confused with the management and operational roles of an organisation (like a Race Director, Inspector, Timer or Starter). The day-to-day work of the organisation is managed and completed by these volunteers with the club. Unless you also hold an execution (operational) role, it is not your responsibility to perform or be involved in the day-to-day running of the club.

 

Executive Committee

 

General Committee

 

Event Committee

 

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